Quick Links
Getting Started
Set up your account and invite your team
Employee App
Clock in/out, breaks, and travel tracking
Manager Dashboard
View timesheets, manage employees, run reports
GPS & Location Settings
Configure tracking intervals and auto-travel
Editing Shifts & Times
Modify clock times, breaks, travel, and notes
NZ Break Compliance
Automatic break entitlements explained
Troubleshooting
Common issues and how to fix them
Contact Support
Get in touch if you need help
🚀 Getting Started
For Managers
Sign up at trackable.co.nz
Create your account with your email address. You'll be the account owner and manager.
Set up your company
Go to Settings and add your company name, set your pay week end day, and configure any custom field labels.
Invite your team
Go to Employees page, click "Invite Employee", enter their email. They'll receive a link to create their account.
Configure employee settings
For each employee, set their GPS tracking preferences, auto-travel detection, and other options.
For Employees
Check your email
You'll receive an invitation email from your manager with a link to join.
Create your account
Click the link, create a password, and you're connected to your company.
Add the app to your home screen
Open app.trackable.co.nz on your phone. Tap "Add to Home Screen" for quick access (works like a native app).
Allow location access
When prompted, allow location access so the app can track your GPS for clock-ins and travel.
📱 Employee Mobile App
Clocking In
When you arrive at work:
- Open the Trackable NZ app
- Tap the Clock In button
- Allow location access if prompted
- If photo verification is enabled, take a quick selfie
- Add any notes if required (e.g., job site name)
Your GPS location is recorded automatically. The timer starts counting your shift.
Taking Breaks
Trackable NZ tracks both paid rest breaks and unpaid meal breaks:
- Tap Start Break when you begin your break
- Tap End Break when you're back to work
The app automatically categorises your break based on NZ employment law:
- Paid rest breaks: Up to 20 minutes (configurable by your manager)
- Unpaid meal breaks: Over 20 minutes
Travel Tracking
If you travel between job sites during your shift:
- Tap Start Travel when you leave a site
- Tap End Travel when you arrive at the next site
Or if your manager has enabled Auto-Travel Detection, the app will automatically detect when you're moving and log travel for you.
Clocking Out
At the end of your shift:
- Tap the Clock Out button
- Add any required notes
- Your shift is recorded with all breaks and travel
Viewing Your History
Tap History to see your past shifts. You can filter by:
- This Week / Last Week
- This Month / Last Month
- Custom date range (From/To)
📊 Manager Dashboard
Live View
See who's currently working at a glance:
- Active shifts with real-time duration
- Current break/travel status
- GPS map showing employee locations
- Click any employee to see their full route for the day
My Timesheet
Track your own time as a manager. Same features as the employee app but built into the dashboard.
Timesheets
View and manage all employee timesheets:
- Grouped by employee and pay week
- See total hours, breaks, and travel
- Edit any shift inline (times, breaks, travel)
- Add manual shifts for forgotten clock-ins
- Finalise weeks to lock them for payroll
Reports
Generate reports filtered by:
- Date range
- Individual employee or all staff
Export options:
- CSV: Import directly into Xero or other payroll software
- PDF: Print-ready reports for records
Employees
Manage your team:
- Invite new employees via email
- Configure per-employee settings
- Remove employees (revokes their access)
Settings
Configure your company:
| Setting | Description |
|---|---|
| Company Name | Displayed to employees in the app |
| Manager Display Name | Your name shown in team chat |
| Pay Week End Day | Which day your pay week ends (e.g., Sunday) |
| Paid Rest Break Duration | 10-30 minutes (default 20) |
| Photo Verification | Require selfie at clock-in |
| Custom Field Labels | Rename the 3 custom fields (e.g., "Job Site", "Task", "Notes") |
📍 GPS & Location Settings
GPS settings are configured per-employee from the Employees page in the dashboard. Click on an employee to see their settings.
Standard GPS Tracking
| Setting | Options | Description |
|---|---|---|
| GPS Tracking | On / Off | Enable or disable GPS tracking entirely for this employee |
| GPS Interval | 2, 4, 6, 8, 10, 12, 14, 16, 18, 20 minutes | How often the app records the employee's location while clocked in. Lower = more accurate but uses more battery. |
Auto-Travel Detection
When enabled, the app automatically detects when an employee is travelling between sites and logs it without them needing to tap any buttons.
| Setting | Options | Description |
|---|---|---|
| Auto-Travel Detection | On / Off | Enable automatic travel detection |
| GPS Interval (Auto-Travel) | 1, 2, 5 minutes | More frequent GPS checks needed to detect movement. Only applies when auto-travel is ON. |
| Detection Distance | 100m, 200m, 500m | How far the employee must move from their clock-in location before travel is triggered |
How Auto-Travel Works
- Clock in: The app saves the clock-in location as the "anchor"
- GPS monitoring: While clocked in, the app checks location every 1/2/5 minutes
- Movement detected: If the employee moves beyond the detection distance (e.g., 200m), travel automatically starts
- Travel ends when:
- Employee returns within detection distance of the anchor, OR
- Employee stays stationary for 5 minutes (new location becomes the new anchor)
Recommended Settings by Role
| Employee Type | GPS Interval | Auto-Travel | Detection Distance |
|---|---|---|---|
| Office/fixed location | 20 min | Off | N/A |
| Single site (e.g., construction) | 10 min | Off | N/A |
| Multiple sites (e.g., plumber) | N/A | On, 2 min | 200m |
| Delivery/courier | N/A | On, 1 min | 100m |
✏️ Editing Shifts & Times
Both employees and managers can edit shift data, but with different levels of access.
What Employees Can Edit
From the History tab in the mobile app:
- Add breaks to past shifts (if they forgot to log them)
- Add travel to past shifts
- Edit notes on any shift
- Edit custom fields (job site, task, etc.)
What Managers Can Edit
From the Timesheets page in the dashboard:
- Everything employees can edit, plus:
- Clock in/out times
- Break start/end times
- Travel start/end times
- Delete shifts entirely
- Add manual shifts (for forgotten clock-ins)
- Finalise weeks (locks them from further editing)
How to Edit a Shift (Dashboard)
- Go to Timesheets
- Find the shift you want to edit
- Click Edit Shift (dashed button)
- Modify the times using the time pickers
- Click Save
Adding Breaks/Travel to Past Shifts
- Find the shift in Timesheets
- Click + Break or + Travel
- Use the quick-add buttons (10, 15, 20, 30, 45, 60 min) or enter custom times
Adding a Manual Shift
If an employee forgot to clock in:
- Go to Timesheets
- Click + Add Manual Shift
- Select the employee
- Enter the date, clock in time, and clock out time
- Add any breaks or travel
- Save
Finalising Weeks
Once you've reviewed timesheets for a pay period:
- Go to the week in Timesheets
- Click Finalise Week
- This locks all shifts for that week from further editing
☕ NZ Break Compliance
Trackable NZ automatically calculates break entitlements based on the Employment Relations Act 2000.
Break Entitlements
| Shift Length | Paid Rest Breaks | Unpaid Meal Breaks |
|---|---|---|
| 2 - 4 hours | 1 × 10 min | None |
| 4 - 6 hours | 1 × 10 min | 1 × 30 min |
| 6 - 8 hours | 2 × 10 min | 1 × 30 min |
| 8+ hours | 2 × 10 min | 2 × 30 min |
How Breaks are Categorised
When you log a break, Trackable NZ automatically determines if it's paid or unpaid:
- Paid rest break: Up to the configured duration (default 20 minutes)
- Unpaid meal break: Anything longer than the paid rest break duration
Break Display in the App
The mobile app shows your break entitlements based on how long you've been working. As your shift progresses, you'll see when you're entitled to take breaks.
🔧 Troubleshooting
GPS Location Not Working
Problem: The app says it can't get your location.
Solutions:
- Check that location services are enabled on your phone (Settings → Privacy → Location Services)
- Make sure the browser/app has permission to access location
- Try stepping outside - GPS works better with clear sky view
- Restart your phone if location is stuck
Forgot to Clock Out
Problem: Left work without clocking out.
Solutions:
- Ask your manager to edit your shift and add the correct clock-out time
- Managers: Go to Timesheets, find the shift, click Edit Shift, update the clock-out time
Forgot to Clock In
Problem: Started working but didn't clock in.
Solutions:
- Clock in now - you can still work even if you started late
- Ask your manager to add a manual shift with the correct times
- Managers: Go to Timesheets → Add Manual Shift
App Not Loading / Blank Screen
Problem: The app shows a blank screen or won't load.
Solutions:
- Check your internet connection
- Try refreshing the page (pull down on mobile)
- Clear your browser cache
- Try removing the app from your home screen and re-adding it
Can't See Team Chat
Problem: The chat tab is missing or greyed out.
Solution: Your manager may have disabled chat access for your account. Contact them to enable it in your employee settings.
Auto-Travel Not Working
Problem: Auto-travel detection is on but not logging my travel.
Solutions:
- Make sure you've moved beyond the detection distance (check your settings - default 200m)
- Check that GPS is working and has permission
- The GPS interval might be set too long - ask your manager to reduce it to 1-2 minutes
- Some phone battery savers block background GPS - check your phone settings
Battery Draining Quickly
Problem: Phone battery is draining fast when using Trackable NZ.
Solutions:
- If auto-travel is on, this is expected - the frequent GPS checks use more battery
- Ask your manager to increase the GPS interval (e.g., from 1 min to 5 min)
- If you don't travel between sites, ask to have auto-travel turned off
- Carry a portable charger on long shifts
💬 Contact Support
Can't find the answer you're looking for? Get in touch and we'll help you out.
📧 Email: support@trackable.co.nz
📧 General enquiries: hello@trackable.co.nz
🌐 Website: trackable.co.nz
When Contacting Support
To help us resolve your issue quickly, please include:
- Your company name
- The email address you use to log in
- A description of the problem
- Screenshots if possible
- The device and browser you're using (e.g., iPhone Safari, Android Chrome)